Project Assistant At Farm Radio International

Start Date: 10th March 2025

End Date: 31st March 2026

BACKGROUND

Farm Radio International is a Canadian non-governmental organization uniquely focused on improving the lives of rural Africans through the world’s most accessible communication tools: radio and mobile phones. We work with existing radio stations in Africa to design and run interactive radio programs that help millions of people improve their lives and their communities. We provide training and develop guides and resources for a network of thousands of broadcasters across sub-Saharan Africa as they improve their radio programs. And we innovate new ways to use mobile phones and the latest technologies to make interactive radio the best it can be.

Farm Radio International (FRI), in partnership with Canadian Organization for Development Education (CODE) are implementing a 5-year project titled, Innovations in Health, Rights and Development (iHEARD) with funding from Global Affairs Canada (GAC).

iHEARD project is being implemented through a consortium of international and national organizations in health, education and communication (CODE, FRI and MSI Reproductive Choices at the global level; FAWEMA, Farm Radio Trust, Girl Effect, Viamo, Maikhanda and Banja La Mtsogolo at the national level).

The project aims to dismantle barriers to sexual and reproductive health and rights (SRHR) for adolescent girls and young women (AGYW) in Malawi, who are particularly vulnerable in terms of SRH and human rights violations.

FRI is currently looking for a dynamic person to support project delivery in Malawi as a Project Assistant, working closely with the above-mentioned partners under the leadership of the Project Delivery Lead (based in Malawi) and a matrix reporting to the Finance/Resource Analyst (based in Ottawa, Canada).

KEY AREAS OF RESPONSIBILITY

1. Project documentation for iHEARD Partners (35%)
2. Liaise with project stakeholders – including meetings (15%)
3. Administrative support to iHEARD Project (25-30%)
4. Special assignments (10-20%)

Project documentation and reporting

• Ensure completion of quality project documents (work plans for partners, TORs, MOUs, etc.)
• Monitor and track partner’s work plan progress through monthly meetings
• Conduct documentation quality checks during partners’ major activities – observe attendance sheets, Per Diem Signing sheets, Transport reimbursement documentation and others pertaining to activities
• Work with partners to properly document and compile backups for procurement and activity expenses
• Support partners with back up submission during financial reporting – uploading correct and relevant backups for the financial report
• Consolidate semiannual narrative reports from partners for PDL to compile
• Send reminders for and track submission of quarterly data monitoring reports from Communication Pillar partners

Liaise with stakeholders

• Coordinate, organize, and document key project-related meetings – monthly and other scheduled technical meetings
• Prior to meetings:
  • Send meeting reminders via email and WhatsApp groups for iHEARD communication pillar partners and confirm attendance
  • Circulate meeting agenda, circulate relevant documents such as previous meeting minutes and other key documents in advance of the meeting
• During meetings:
  • Track timing, take notes, contribute information, co-facilitate as necessary
• After meetings:
  • Follow up on identified action items and assist the PDL in following up high-level action points
• Liaise with consultants, project partners, and internal staff to encourage progress in projects
  • Direct requests for information/outputs to Communication Pillar partners and relevant teams/staff
  • Provide information/outputs where necessary/possible
• Coordinate with Network Officer on radio station engagement
  • Radio mapping
  • Contracting processes with radio stations
  • Develop a tracker for and track payment for radio stations in liaison with the Network Officer
  • Liaise with finance to facilitate payments and/or resolve payment issues

Administrative support

• Provide administrative support relating to projects
• Draft contracts and facilitate review/endorsement
• Execute tracking and filing processes for associated documentation
• Identify and respond to the need for reporting tools and templates
  • Create templates using Google and/or Microsoft Suites
• Contribute to/support the logistics of organization-wide activities, webinars, etc.
  • Acquire operational advances for staff travel and events in-country
  • Liaise with service providers on procurement of services and goods where there is need, such as vehicle rental for field travel, venue rental for workshops and meetings
• Identify opportunities to streamline processes/add value within projects
  • Coordinate and collaborate with the relevant teams/staff to capitalize on these

Special assignments

• Assist with any emerging tasks and documentation related to these
• Other tasks as assigned/required by Specialty Teams

QUALIFICATIONS

Experience and Requirements

• 5+ years of experience in rural development project management within international NGOs. Experience in communication for development is an asset.
• Experience in monitoring, evaluation, research, data analysis, and reporting.
• University degree in communication, development studies, project management and/or sexual and reproductive health or related fields (Master’s degree is an asset).
• Knowledge and experience in project design and implementation, including results-based project management and life-cycle management.
• Experience working with adolescents and young people and in a consortium may be an added advantage
• Excellent command of English, with strong oral and written communication skills.

Knowledge and Skills

• Strong understanding of project implementation/management and program and partnership management
• Strong understanding of sexual and reproductive health rights and gender equality issues concerning adolescent girls and young women
• Knowledge of social behavioral change communication (SBCC) approaches and practice
• Familiarity with international funders such as Global Affairs Canada (GAC) and strategic or implementation partners that focus on SBCC work
• Excellent cross-cultural communication skills

Other Requirements

• Ability to learn and work with minimal supervision and limited resources.
• Strong organizational and time management skills, with the ability to work under pressure to meet deadlines.